Administrative Assistant

Laurentian University/Université Laurentienne; Greater Sudbury; On-site; Full time

Job summary

Laurentian University is seeking an Administrative Assistant who will provide comprehensive support within a diverse and bilingual environment. This role involves organizing meetings, managing records, and assisting with communication in both French and English. The position includes a competitive salary and various contract lengths, providing an excellent opportunity to support academic operations and enhance student success.

Benefits

Comprehensive compensation package

Support for remote work arrangements

Qualifications

• Two years of post-secondary education in a related field.
• Three to five years of related experience.
• Ability to work in both French and English.

Responsibilities

• Organize and attend meetings, book rooms, and take minutes.
• Assist the Director in preparing, submitting, and maintaining records.
• Support the Director with information management.

Skills

Prioritization

Initiative

Confidentiality

Communication

Organization

Office Administration

Computer Literacy

Numeracy

Education

Two years of post-secondary education in a related field

Tools

Datatel

Microsoft Suite

Google Suite

Adobe

Zoom

Job description

About the Company-

Laurentian University offers an outstanding life and career experience at the heart of a welcoming community. What’s more, it provides the opportunity to pursue a balanced lifestyle while enjoying all of the amenities of a mid-size city. Short commutes, hundreds of lakes, waterways and nature trails, a myriad of recreational, artistic, cultural and entertainment opportunities, all combine to make this an idyllic setting to grow and thrive. Offered on the university’s beautiful campus as well as remotely, Laurentian's broad range of programs has garnered top distinction by leading in graduate employment outcomes for more than a decade*.

This is your opportunity to join our team in a supportive, bilingual environment and contribute to our students’ success, as well as your own. The University’s diverse community and its focused efforts on its tricultural mandate embracing francophone and Indigenous cultures, deeply enrich the experience you can expect. Along with a competitive salary, eligible employees receive a comprehensive compensation package.

About the Position-

Position Title: Administrative Assistant

Group: LUSU

Type of Employment: Contract- Various Lengths

Salary: $28.39 - $32.55

This position will report directly to the Business Manager of the assigned unit. The incumbent will provide comprehensive support and administrative services to the Director and program coordinators, as well as all academic, research and administrative staff and students. Provide full confidential administrative support.

Responsibilities & Duties-

• Organize and attend meetings, book rooms, take minutes, prepare, produce and circulate documents, agendas and minutes;
• Maintain School files and office operations, including but not limited to updating lists (space, current faculty, etc.), posting office hours; coordinating periodic reviews;
• Assist the Director in preparing, submitting and maintaining records for all processes
• Assist the Director in preparing the timetable and course offerings (preparing course master changes and updates, etc.), maintaining current Sessional instructor seniority and establishment list, preparing documentation for hiring committees, processing postings, ensuring new faculty are familiar with equipment and forms, etc.) and other tasks directly related to this position as assigned;
• Support the Director in organizing functions and obligations specific to the unit (schedule meetings, prepare documents for meetings, travel arrangements etc.);
• Assist the Director in information management, including contact lists for students and program supervisors;
• Prepare and process transfers and requisitions; prepare work orders, timesheets etc., in consultation with the Director;
• Reconcile budgets in consultation with the Director (including purchase cards);
• Purchase supplies for the School and monitor and maintain inventory;
• Assist students, Graduate teaching assistants, teaching assistants, and part-time staff with forms and processes required for web-time entry setup for payment;
• Assist in the organization of student workshops, special events, guest speakers / lecturers, trips, open house events, etc. (including travel arrangements);
• Inform students of various workshops, opportunities, competitions and seminars;
• Ensure students are following necessary steps towards thesis defense; coordinate thesis defenses as needed;
• Updating and maintain The School’s webpages;
• Liaise with Marketing to update and aid in the coordination of marketing materials;
• Perform other duties as assigned.

Qualifications-

• Two years of post-secondary education in a related field.

Experience-

• Three to five years of related experience.

Skills or Specialized Knowledge-

• Ability to prioritize and perform multiple tasks simultaneously with minimal supervision and adjust work flow according to emerging priorities;
• Take initiative and suggest efficiencies for workflow optimization;
• Demonstrate initiative to independently identify needs and flexibility to help where needed;
• Demonstrate maturity and professionalism, with ability to maintain discretion and confidentiality;
• Advanced literacy skills to provide adequate support in both official languages (drafting documents with a minimum of errors);
• Strong computer literacy skills (Datatel, My.Laurentian portal, Gmail, Google Suite, Microsoft Suite, Adobe, Zoom, ability to maintain and update School webpage);
• Office administration and administrative skills (minute taking, keyboarding, filing, record keeping, sorting mail and email, responding to inquiries);
• Basic knowledge of computer hardware to troubleshoot peripherals (projectors, printers, photocopiers etc.);
• Basic knowledge of University policies and procedures (Finance, Registrar, etc. to assist students and faculty);
• Numeracy skills (basic knowledge of bookkeeping to track expenses and manage budgets);
• Excellent communication and interpersonal skills;
• Ability to work fluently, verbal and written, in both official languages, French and English.

Laurentian University has adopted a formal Policy on Flexible Work Arrangements, which supports remote work plans based on operational considerations. At Laurentian University, we recognize that work-life balance is essential for both personal well-being and professional success. Our policy offers employees some flexibility to better balance personal needs while maintaining effective service delivery.

We are committed to fostering an inclusive workplace and operate in full compliance with all Provincial and Territorial legislation pertaining to Human Rights Codes and Accessibility requirements. To ensure continued compliance throughout the recruitment and selection process, we encourage candidates to disclose any accommodation needs they may have. Candidates must possess a valid work authorization to work in Canada. If employed by Laurentian University, it is the responsibility of the employee to maintain a valid work authorization throughout the duration of their employment.